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For the purchase of equipment, commodities, and general services (excluding Professional and Artistic Services and Construction) under $55,400 (FY 15).

Review Procurement and Payment of Services Without a Purchase Requisition. This is a complete list of transactions that may be processed and payments made without a Purchase Order. If requested purchase is on this list, an Invoice Distribution Form may be submitted with invoice or price verification to Accounts Payable for payment. Submit directly to the Foundation if utilizing a Foundation Invoice Voucher.

Please review Categories list for specific notes and information that apply to some purchases.

Responsible Party



Submits information on a Purchase Requisition listing Recommended Supplier.

Process will be expedited if Department provides a written price quotation from the Recommended Supplier.

Department should know that purchases under $55,400 (FY15) do not require bidding. However, due to additional information required on the monthly report of purchases to the Board of Trustees Executive Committee, Purchase Requisitions of $25,000 to $55,400.00 for non-professional services are required to include three competitive quotes with at least one quotation from a firm that is owned by a minority, female or person with a disability. Buyer may competitively bid any Purchase Requisition at their discretion.

Department should be aware that a Financial Disclosure form is required on any order for $50,000.00 or over. A Purchase Order cannot be issued until completed Financial Disclosure has been received in the Purchasing Department.

Requisition Control

Receives Purchase Requisition and determines item number, appropriate Buyer, location and assures that Purchase Requisition has proper signatures. Also, verifies Fiscal Officer or designee signature.

Note: Grant accounts must have Research and Projects General Office approval.

Supplier File Manager

Verifies legal name and address of Supplier using AIS and SAMS databases. Checks for W-9.


Verifies price information via email, phone, fax or mail with Supplier. Converts Purchase Requisition into a Purchase Order.

*Central Receiving

Receives and delivers tangible items to appropriate Department. Enters Receipt into AIS system.

*Applies to orders shipped to Central Receiving.


If Department is required to pick up ordered items or Supplier delivers them directly to the Department, Requestor must enter a Departmental Receipt in the AIS system.

Accounts Payable

Upon receipt of an Invoice and Departmental Receipt, will issue payment to Supplier on Standard Orders.

Upon receipt of an Invoice, will match to release in the AIS system and issue payment to Supplier

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